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Local Arrangements Committee Guidelines

Purpose

The primary responsibility of the Local Arrangements Committee (LAC) is to serve as host/hostesses for all YALSA events at Annual Conference. While sometimes volunteers feel they are not helping if they just provide directions or greet people, this is one of the most important tasks at conference if newcomers are to feel welcomed into the Division and the American Library Association.

Duties and Responsibilities

1. The LAC serves as hosts/hostesses for conference programs and special events -- Preconference, Margaret A. Edwards Award Luncheon, President's Program, Membership Meeting and Reception.
2. The LAC has no responsibility for YALSA Board Meetings or for individual committee meetings.
3. The LAC may wish to solicit handouts and favors from local vendors to be distributed at programs. Maps, lists of restaurants, major attractions are very useful at the Preconference and festive favors that represent the city are enjoyed at the Award Luncheon.
4. The LAC may be asked by the YALSA staff to serve as intermediary with the local hotels in making arrangements for the Award Luncheon, Preconference and Membership Reception, including menu consultation with the caterer, room set-up, space allotment, etc. ANY PROPOSAL OR CONTRACT RESULTING FROM LAC ARRANGEMENTS IS FORWARDED TO THE YALSA OFFICE. ONLY YALSA/ALA STAFF MAY SIGN CONTRACTS. STAFF ARE ALSO REQUIRED TO SIGN THE BILL FOR AN EVENT.
5. The LAC may be asked to "preview" the assigned meeting places in advance of the Annual Conference and to recommend to staff: a) placement of audio-visual equipment; b) special signage needed; c) suggestions for traffic flow; d) appropriateness of area for the event; and e) other details.
6. Just before a program is to take place, the LAC may be asked to help to prepare the area, including the arrangement and placement of chairs and tables, placement of signage, availability of water, placement and working order of A-V equipment, placement of podium, head table chairs, and placement of handouts or displays, etc.
7. The LAC may work with the Division Promotion Committee to provide assistance manning the YALSA Booth during the time the exhibits are open. (It is most helpful to have a local person in the booth at all times, but is not required.)
8. The LAC is asked to identify at least one local person to serve as "gofer" for the Preconference. This volunteer may be asked to: a) greet participants as they come to the area; b) distribute packets and/or handouts during the sessions; c) keep the coffee area tidied up; d) distribute and pick up evaluation forms; e) assist the preconference coordinator with unforeseen tasks.
9. The LAC Chair is responsible for acknowledging the assistance of local businesses and vendors who have contributed to the YALSA programs with appropriate "thank you notes" with copies to the YALSA office. The Chair is also responsible for providing staff with a list of those persons who should be acknowledged directly from the YALSA office.